Online Renewals for Food Processing or Food Warehouse Licenses · Iowa DIA: Online Renewals for...

Iowa DIA: Online Renewals for Food Processing or Food Warehouse Licenses, Spring 2019 of 19

Online Renewals for

Food Processing or Food Warehouse Licenses

Table of Contents Creating an Account ....................................................................................................................................................................................................... 2

Associating an Existing Food Business with a User Account .......................................................................................................................................... 7

Reviewing and Updating Business and License Information ......................................................................................................................................... 9

Paying for Retail Food and Food Service Licenses ....................................................................................................................................................... 15


Creating an Account

To access Iowa’s Online Food Licensing System, please log onto the site by entering https://iowa.usasafeinspect.com into your internet browser.

Although the application functions in the most common internet browsers, the preferred internet browser is Google Chrome. If you are using

another internet browser, the appearance of some of the pages and messages may differ from those in this user guide.

Log In Page:

If you already have an account,

please enter your User Name and

Password then select “Log In.”

If you are a new user of the system,

please select “New Account.”

If you forget your password, please use the “Forgot Password” function. As

passwords are required to be changed every 120 days, the Forgot Password

function will allow you access if you are an infrequent user.

https://iowa.usasafeinspect.com/


If you know what type of food license you are renewing or

applying for select the correct option. If you are unsure about

which food license option to select, please call 515-281-7102.


This screen will inform you of your regulatory jurisdiction. If you believe this information is incorrect, please

read the instructions to review your response or choose to start over. Please note: All food manufacturing

and warehouse operations fall under the DIA Food and Consumer Safety Bureau jurisdiction.


Create a New User Account:

Create your own User Name and Password.

The “Home Jurisdiction” is pre-determined by your selection

of your business location and license type.

Complete all “Account Information”

fields. All fields marked with an

asterisk (*) are required fields.

Review the information you have

entered for accuracy and select “Save.”


Log In Page:

Food Business Home Page:

Once you have saved your User

Account, log in with your credentials.

If you are seeing this page, you have successfully logged in to the Iowa Online Food Licensing System.

Congratulations!

If you do not see this page after attempting to login using your user credentials, please try again. If

you are still unsuccessful, please contact the regulatory authority.


Associating an Existing Food Business with a User Account

Once you have successfully logged into the Iowa Online Food Licensing System, the next step is to associate active food businesses with your

user account. The Business Code that you need to associate an existing business with your user account is located on the food license renewal

application that you receive from the regulatory agency.

Here is an example of the top portion of the food license renewal application:

Business Code: 3KWQ-KPVJEnter the Business Code from the renewal

form here and then select “Add.”

The “Business Code” on the

renewal must be entered in the

space provided on the Iowa Online

Food Licensing home screen.


Each valid Business Code added will add

another food business to the home screen.

Once you add a Business Code, the food business

will appear as a blue panel on the home screen. If you are associated with more than one food

business, you must enter the Business Code

from other businesses and select “Add.”


Reviewing and Updating Business and License Information

Once a user has associated one or more businesses with the user account, it is important that the business information is reviewed and updated

as necessary to reflect the current operation. There are two areas where information is displayed: “Business Information” and “License

Information.” Both of these areas contain operational information about each business.

To access the “Business Information”

screen, click the paper and pencil icon. To view “License Information”

click the “>” icon.


Business Information:

When the pencil and paper icon is selected, the “Edit Business Information” page will appear. Please review and update this information to

reflect current operations. Note that some of the fields are locked (shaded in gray) and cannot be changed by the user. If there is inaccurate

information in fields that are locked, please contact the regulatory authority.

The user cannot edit fields that are

shaded (locked). If information is

inaccurate in these fields, contact

the regulatory authority.

Review and update the

information to reflect

current operations.


Business Information (continued):

Select “Add New Attachment” to provide the regulatory agency

with information such as a copy of the current menu, water test

results, HACCP plan, policies and procedures, training documents,

or other necessary information about the food business.

Ensure you select “Save Changes” if changes have

been made to the Business Information.

Select “Add New Contact” to

enter emergency contact

information. Emergency

contacts may receive alerts

when emergencies arise such

as power outages, boil

orders, flooding and other

conditions that may affect

the operation of the

business. Note: At least one

Emergency Contact is

required before this screen

will save or close.


License Information:

When the “>” icon is selected, the blue panel will expand to show a License Information summary. Note: only active licenses will display.

To access detailed license information,

click the “+” icon. Each “+” icon

contains unique detailed license

information for each license.


Detailed License Information: The information displayed for each license will differ based on the license type.

All areas of the “Business Program Reference

Data” that are marked with an asterisk (*)

require a response. These areas must be

completed by the user before a license can be

renewed using the online renewal system.


Detailed License Information (continued):

Select “Save Reference Data” after

making changes to the Business

Program Reference Data.


Paying for Processing License

Once a user has successfully updated Business Information and License Information, food licenses may be renewed using the Iowa Online Food

Licensing System. The system has messages and prompts to assist a user in renewing a food license.

A license is available for renewal 60 days prior to expiration, as well

as up to 60 days after expiration. Late fees apply to expired licenses.

Select the “+” icon to provide

proof of gross sales information

for each license.


Once you have selected the “+” icon, scroll to the bottom of the expanded view and find the area labeled “Attachments.”

Enter the applicable gross food

and beverage sales amount for

this license in the space

provided. This amount must

match the proof-of-sales

documentation that is

attached in the attachment

section. Note: If this location

does not have traditional sales,

the amount entered is

determined by the value of the

food and beverage products

that move through this

location annually.

Select “Add New Attachment” to upload the proof of gross sales for this license.

Once selected, a window will pop up on the screen that will allow you to select a

document from your computer to upload. Acceptable documentation for proof-

of-sales includes: quarterly sales tax returns, a statement from a CPA, or a page

from an income tax statement showing gross food and beverage sales. Proof of

gross sales will be reviewed before a license is issued.

NOTE: If proof of sales is not attached and if the gross sales amount is not

entered into the field provided, the maximum fee level for the license will be

due upon check out.


Once the proof-of-gross-sales has been attached and the gross sales amount has been entered into the space provided, the license may be

added to the shopping cart.

Select the “Add To Cart”

box to place this license in

the shopping cart.

To view the

contents of

the shopping

cart, select

the shopping

cart icon.

This is a reminder to enter proof of sales and attach documentation.

Selecting “Cancel” will allow you to attach and enter this information.

Selecting “OK” will place this license in the shopping cart.


Once the user has successfully placed a license in the shopping cart, the shopping cart contents should be reviewed for accuracy before checking

out. To view the shopping cart contents, select the shopping cart icon.

Each license that has been successfully added to the shopping cart is

identified by the license number (e.g. 170798). Payment details are also

provided in the cart. Late payments will have penalty fees included.

A license can be removed from the shopping cart by

clicking the “X” or by unchecking the “Add to Cart” box.

Once the shopping cart contents have been reviewed for accuracy, the user may proceed by

selecting “Checkout.” Selecting Checkout will redirect the user to the Iowa e-payment screen.

NOTE: Only Electronic Fund Transfer (EFT) payments are accepted. Credit card payments will

not be accepted.


Once the payment process is complete, the user will receive a payment confirmation number which may be printed and maintained as proof of

payment. After receiving the payment confirmation number, please log back into the Iowa Online Food Licensing System to ensure the selected

license or licenses are in a “Submitted” status. If the license you selected is not in a Submitted status, please contact the regulatory authority.

NOTE: Licenses that are in a Submitted status are NOT approved. Once the regulatory authority has approved the license, the status will be

shown as “Active.”

Licenses that are in a “Submitted” status have NOT been approved. The approval process

occurs after submission. The documentation that has been provided will be reviewed before

approval. Once the license has been approved, the status will change back to “Active.”

Please log into the Iowa Online Food Licensing system periodically to view the status.

Online Renewals for Food Processing or Food Warehouse Licenses · Iowa DIA: Online Renewals for...

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